Hosting events and activities for our students is one of the best ways to connect to new students and increase participation in your student organization. The information below outlines what you need to know in order to host successful events and follow the guidelines and policies of Oregon Tech.
Events & Marketing Details/Resources:
Guidelines for Hosting Events
Any event, activity or purchase that will affect an organization’s budget (income or expenditure) must be approved in advance via the Event Approval Form. This form must be filled out completely, then signed by the group’s advisor to indicate his/her awareness and approval of the event and related costs. After the form is signed by the advisor, it must be submitted to Campus Life for approval, and will then be forwarded to the VP for Student Affairs for final approval.
When a club or program plans an event, they are completely responsible for every aspect of that event. These responsibilities will likely include set-up, gathering equipment through the College Union or other location, and clean up. An event open to the general public may require that organization members act as security personnel. All organizations are financially responsible for their event, and if damages occur they will be responsible for those as well.
As an officially recognized club or program at Oregon Tech, your group has the ability to reserve rooms for meetings or events in the College Union. Please visit the College Union Information Desk or go to www.oit.edu/college-union.
Co-sponsorship and collaboration on events provides groups with greater resources for funding, planning and implementation of events. If your group is interested in pursuing options for co-sponsorship, please contact the Director of Campus Life for assistance.
Groups that need assistance in learning the process of bringing entertainment acts or speakers to campus should contact Campus Life or the Student Engagement & Leadership Coordinator to set up an appointment.
Club Banquets: Guidelines
Club banquets have a lot of steps that need to be followed for both on and off-campus approvals and contracts. The Banquet Guidelines & Checklist in the resources box to the right gives a detailed overview of everything that must be submitted or accomplished in order to hold a banquet.
The form is not required to be submitted, but is to serve as a resource for those clubs preparing to host a banquet. Page 2 of the form should be completed and submitted to Procurement and Contract Services office if you will be needing them to help create a contract with the banquet venue. If the venue/site has their own contract that they would like to use, then the PACS office can work with that and you do not need to complete that worksheet.
Once your banquet is over, be sure to submit the invoice for payment from the vendor as soon as possible to Barb Meng in Campus Life (you can email an invoice to her at email@example.com). See the "Example of a Correct Banquet Invoice" document in the resources box to the right.
The Guidelines & Checklist document has all of the details you should need, but if you have any questions about the process or need assistance with any of the details, please do not hesitate to contact Campus Life for help. Stop by and talk to Barb whenever you need help!
Serving Food at Events
An Event Approval Form must be completed for every event where food is served, both on and off campus (this includes events, programs, and meetings). This form must be completed two weeks prior to the event.
Sodexo, our on-campus dining and catering service, has a contractual first right of refusal for catering any events and programs held on campus. This means that when planning to serve food at an event, your group must give first opportunity for catering to Sodexo. The catering manager may accept the job, or may pass and give your group permission to obtain food/catering from an outside source.
Groups wishing to obtain food and/or catering services from a business other than Sodexo must complete the Food Service Exception Form (link in Resource box at right) and get all appropriate signatures, before making arrangements.
For catering with Sodexo, contact Kari Tofell (catering manager) at Kari.Tofell@sodexo.com to determine the type of service needed. During this meeting, table set-up, linen requirements, number of volunteers needed for set up, meal service, and clean up should be discussed. *Your group should go to this meeting prepared with a specific budget amount available for food and a number of expected guests/participants to be served.
Events held off-campus must still have an Event Approval Form submitted, but there is no restriction for catering food, and no expectation to contact Sodexo for a catering quote.
Alcohol at Events
While it is possible to plan an event that includes the service of alcoholic beverages, student organizations are encouraged to consider the purpose and goals of the planned event and whether the presence of alcohol would be appropriate and/or beneficial to those goals.
When a club/program wishes to serve alcohol at an event, the Alcohol Approval Form must be completed and submitted to the office of Erin Foley, VP of Student Affairs/Dean of Students. The form can be found in the Resource Box to the right of this section.
Prizes/Give-Aways at Events
If your group plans to have door prizes or give-aways at your event, please keep the following in mind:
Door prizes may not be purchased from the club's account, but must be donated items from local businesses.
You can get gift cards, gift certificates, gifts-in-kind (physical items), etc. as long as the business does not require a receipt for tax purposes. DO NOT OFFER THIS - the process is much simpler if we do not have to provide a receipt. If the business does request a receipt, then the process needs to go through the BAO or the Oregon Tech Foundation with the use of the Donation Receipt Request Form (found at right). Contact Michelle Meyer in the Business Affairs Office for details.
Promotional items can be purchased to give to students at events (such as T-shirts, water bottles, etc.) and may be paid for by your student fee budget - as long the event is advertised and open to all students. Please see the marketing/graphic standards guidelines here.
When prizes are given away at an event, the use of the Prize Receipt Form (at right) is required in order to confirm that items were in fact received by students. Please be sure to fill out the form completely, and get a signature from each prize recipient. (This is not required for promotional items handed out to all attendees at an event.)
Questions about this information and requests for assistance should be directed to Barb Meng (Campus Life).
Costs for Non-Students at Ticketed/Fee Events
By law, Incidental (student) Fees may not be used to benefit non-students. With that in mind, it is important to understand how to charge non-student participants at events and programs.
Student organizations may hold an event at which community and Oregon Tech employees are invited to participate, but if there is a per-person cost associated with participation in that event, any non-student participants must be charged accordingly. For example, an event that has food catered is typically charged at a per-person rate for the food. If the overall cost of food is determined at $8 per person, then non-students must pay that $8 to eat.
The only benefit that may be allowed for non-student participants in an event is if a group discount is assigned for an event. For example, if the Outdoor Program sponsors a ski trip to Mt. Bachelor:
*The typical cost for an individual lift-ticket may be $100 for the day, but since the OP is sponsoring and guaranteeing at least 20 participants, the lift-ticket cost goes down to $80.
*Since the Incidental Fees were not used to get that group discount, any non-student participant in the ski trip could benefit from the discounted rate and only have to pay $80.
*The OP may decide to further discount the rate for students by using some of their allocated budget for the year to pay part of that cost, so they may give currently registered students a rate of $40 for their participation in the trip. Non-students may NOT utilize that discount, as they did not pay student fees and cannot benefit from discounts gained through use of those fees.
When holding an event where participants must/can pay in advance to hold their spot, the Event Sign-Up Sheet (in the Resource Box at right) must be used. Students sign up and pay at the Cashier's office, then bring a receipt back to your group as confirmation of payment.
Risk & Waiver of Liability
Some events hosted by student organizations have an inherent risk of injury due to the nature of the activity in which students are participating. When receiving approval for an event via the Event Approval Form, you may be notified by Campus Life that your event requires the use of the Risk & Waiver of Liability Form.
A Form is required for participation in Oregon Tech organized activities (including student clubs and groups) where there is a reasonable chance of bodily injury, property damage, permanent disability, paralysis or death to the participants. These risks may result from the participation in the activity, the acts of others, or the unavailability of emergency medical care or immediate staff response.
If notified that your event requires the use of the Liability Waiver, you must print a copy for each individual participating in your event (including event leaders/coordinators) and have them complete and sign. Upon completion of your event, please bring all signed forms to the Campus Life office, where they will be kept on file.
Liability Waiver forms have been created for specific activities, and groups are required to utilize the event-specific forms. These can be found on the T: drive in the "Approval for Events" folder.
If you have questions about the use of the form or how to protect your organization and event participants, please contact the Director of Campus Life.
Marketing Your Events
There are a number of ways to advertise your campus events and increase attendance:
*All events that are approved via the Event Approval Form will automatically be added to the online Campus Events Calendar. This also adds the event to the Oregon Tech Mobile App under the "Events" tab.
*RSOs wishing to post event flyers around campus may do so by creating and printing 8.5" x 11" copies to be given to the Info Desk (CU) and Res Life & Housing. Print 26 copies of your flyer for the Info Desk, and they will stamp approval on them and distribute them on all common bulletin boards around campus. Print 45 copies for Res Life & Housing, who will post them in all of the Residence Halls and the Village Apartments.
*RSOs can request to have their events added to the digital display screens around campus and the electronic reader board at the main entrance to campus via the Online Marketing Request Form (link at right). Groups must create their digital ad, to be submitted to Campus Life following the guidelines provided in the Digital Display TV Ad Template (link at right).
*Your student media organizations are always ready to support campus events with enough advanced notice. Contact KTEC radio, The Edge student newspaper, or OTB (Oregon Tech Broadcasting) for more information.
*More and more of our students are downloading the Oregon Tech Mobile App to their smart phones, and this is a great way to advertise your events. For a quick training on how to utilize the app, stop by the Campus Life office.
*Displays (including, but not limited to, posters, notices, banners, etc.), which are obscene, litter the campus, damage property, advertise alcohol, or materially interfere with the regular and orderly operation of the college are prohibited.
*All advertisements must be approved and stamped by the College Union Information Desk prior to posting on campus. Information about proper posting procedures can be found here or at the College Union Information Desk.
*All posted material not approved, or not properly posted as noted, will be removed promptly.
*Posters, notices, displays or banners should be in good taste and reflect the Oregon Tech mission and values.
*Excessive violations of posting procedures may result in a fine of up to $25.00 assessed by the Director of Campus Life or the Vice President of Student Affairs, and/or loss of posting privileges for the club/organization in question.